System and method for ongoing supporting a procurement and accounts payable system

ABSTRACT

A system for deploying to a client accounting installation a general procurement and accounts payable application specifically configured for the client by an enterprise includes a database server for (1) maintaining on a storage device a database of templates describing procedures for assessing, preparing, developing, deploying and supporting the application, and for (2) serving these templates to team members operating web-enabled terminals for coordinating, recording and tracking team activities with respect to the application while generating a description for adapting a front end server and an accounting system server to the requirements of the client.

CROSS REFERENCES TO RELATED APPLICATIONS

This application is a continuation of Ser. No. 11/496,698, filed 31 Jul. 2006, which is a divisional of U.S. patent application Ser. No. 10/727,443, filed 3 Dec. 2003, which is a divisional of U.S. patent application Ser. No. 09/444,256 filed 22 Nov. 1999, both by R. F. Barnard, et al. for System and Method for Ongoing Supporting a Procurement and Accounts Payable System.

U.S. patent application Ser. No. 09/444,257, entitled “System and Method for Assessing a Procurement and Accounts Payable System”, Ser. No. 09/444,254, entitled “System and Method for Project Preparing a Procurement and Accounts Payable Process”, Ser. No. 09/444,255, entitled “System and Method for Project Designing and Developing a Procurement and Accounts Payable Process”, and Ser. No. 09/444,253, entitled “System and Method for Deploying a Procurement and Accounts Payable Process” filed concurrently herewith, are assigned to the same assignee hereof and contain subject matter related, in certain respect, to the subject matter of the present application. The above-identified patent applications are incorporated herein by reference.

BACKGROUND OF THE INVENTION

1. Technical Field of the Invention

This invention pertains to the implementation of a procurement and accounts payable system or application. More particularly, it relates to a system and method for assessing, preparing, designing and developing, deploying, and supporting a general procurement and accounts payable system using electronic requisitions.

2. Background Art

A services company may be very good at implementing information technology (IT) solutions. However, as customer engagements increase, the ability of company to execute numerous engagements on time and within budget with quality becomes more difficult.

Today there exist many different software packages that perform project management and classes that teach methodologies for implementing solutions that involve information technology and services. However, there is no process that combines these activities along with an evaluation of a client's general procurement (GP) and accounts payable (AP) system, or application, into one package while providing detailed implementation instructions along with templates for completing the major deliverables required over the course of the project. Templates, may be used herein as an equivalent term for page, form, or document as used in connection with Lotus Notes. In Lotus Notes, a page is a database design element that displays information; a form, like a page, displays information and also can be used to collect information; and documents are the elements that store information in the database. A user is presented a form including fields for entering information. When the user fills out the information and saves it, the information is saved in the data base as a document. When a user opens the document, the document uses the form as a template to provide the structure for displaying the data or information. Fields store data of various types, including text, dialog list, rich text, and so forth.

Scalability of engagements is a known problem, the most common solution to which is to increase the number of persons involved. Experience has shown that this increase results in customer dissatisfaction due to inadequate gathering of requirements, poorly trained implementation teams, missed schedules, increased costs, and lower quality.

It is characteristic of general procurement and accounts payable systems that no two are identical, and may differ even within wholly owned subsidiaries of a single corporation.

Consequently, there is a need in the art for a system and method for evaluating a potential client system and for adapting a general procurement and accounts payable system to the requirements of each of many potential clients. Further, there is a need for a system and method for evaluating a potential client system and for adapting a general procurement and accounts payable system to the requirements of each of many potential clients which can be licensed to third party providers together with a system and method for monitoring and assuring the quality of services provided by those service providers.

There is a need in the art for an integrated system for assessing, preparing, designing and developing, deploying, and supporting a procurement and accounts payable system using electronic requisitions.

During project assessment, typically potential customers are contacted and evaluated by a marketing team that then recommends a product solution from their menu. There is no integration of Technical Team Leaders and Transition Management as key components of the installation. There is also limited to no flexibility to customize the product for the customer.

There is a large body of work on project planning in industry. While they are all more or less adequate, they do not provide the comprehensive integration of the client and supplier teams, Transition Management, and Quality required to accomplish a particular customer's goals.

Like project planning, project design and development processes are well known in industry. They usually consist of a project manager or team leader that manages the implementation of a project plan and interfaces with the client.

Deployment or implementation of a project is, again, a very standard operation. As the project plan steps are completed, they are usually held in queue until all necessary activities reach a point where the solution can be “turned on”.

All projects have close out functions that wrap up the end of the project. However, they do not provide for continuing support across the multitude of functions that have been used to provide the customer with a solution.

It is an objective of the invention to provide a system and method for evaluating a client's general procurement and accounts payable (GP/AP) system.

It is an object of the invention to provide an optimized solution for out-sourcing procurement of goods and services.

It is an object of the invention to provide a system and method for training service providers.

It is an object of the invention to provide a system and method for managing service providers to assure quality of service.

It is an object of the invention to provide a system and method for managing a project.

It is an object of the invention to provide an optimized general procurement and accounts payable system characterized by lower costs, a paperless process, and more comprehensive service with a shorter cycle time.

SUMMARY OF THE INVENTION

A system for providing ongoing support for a general procurement and accounts payable application includes a server; a storage device connected to the server; a plurality of team terminals; and a communication link interconnecting the server and terminals. The server is operable for (1) maintaining a database of templates on the storage device describing procedures for supporting the application and (2) serving the templates to team members operating the terminals for coordinating, recording, and tracking team activities executing the procedures with respect to supporting the application. These procedures include user education, survey and quality auditing tasks.

A method for providing ongoing support for a general procurement and accounts payable application of a customer of an enterprise includes maintaining a database of templates describing procedures for supporting an operational general procurement and accounts payable system; and operating a plurality of web-enabled user terminals to access via a server the database for coordinating tasks by a plurality of enterprise teams implementing the procedures. The procedures include user education, survey and quality auditing tasks.

In accordance with an aspect of the invention, there is provided a computer program product configured to be operable for providing ongoing support for a general procurement and accounts payable application of a customer of an enterprise.

Other features and advantages of this invention will become apparent from the following detailed description of the presently preferred embodiment of the invention, taken in conjunction with the accompanying drawings.

BRIEF DESCRIPTION OF THE DRAWINGS

FIG. 1 is a high level block diagram of a general procurement and accounts payable development and implementation system in accordance with a preferred embodiment of the invention.

FIG. 2 is a block diagram illustrating team relationships within the general procurement and accounts payable (GP/AP) development and implementation system of a preferred embodiment of the invention.

FIGS. 3A through 3H and 3J through 3M, arranged as shown in FIG. 3, are a flow diagram of the assessment, preparation, development, deployment and support phases of the method of a preferred embodiment of the invention.

FIG. 4 represents a terminal display of a playbook summary view.

FIG. 5 illustrates a terminal display of the template presented by the server at a user terminal of FIG. 1 in response to selection by a user of “create a summary task” from the playbook summary view.

FIG. 6 illustrates a terminal display of the template presented by the server at a user terminal of FIG. 1 in response to selection by a user of “create a detailed task” from the playbook summary view.

FIGS. 5 and 6 also illustrate fields collected in the database and selectively displayed at user terminals of FIG. 1 for each summary and detail task, respectively, of a GP/AP system for a particular customer or project.

BEST MODE FOR CARRYING OUT THE INVENTION

Referring to FIG. 1, in accordance with the preferred embodiment of the invention, intranet communication facilities interconnect a plurality of team member terminals 64, zero or more service provider terminals 66, and client (also referred to as customer) terminals 68, and a server 62, preferably a Lotus Notes server.

Server 62 references and maintains playbook database 70. Database (also referred to as the playbook, or playbook database) 70 is provided for implementing procurement and accounts payable systems. This playbook 70 defines implementation steps and templates for creating the many required deliverables and project management functions. These functions include start and end dates, effort, duration, and so forth. This playbook also provides the steps and templates for training service providers 66 and serves as the repository for completed templates and as a source for auditing the performance of the service providers. As used herein, unless otherwise apparent from the context, system and applications are used to refer to hardware, software, procedures, instructional materials, and so forth, for implementing a general procurement and accounts payable process.

Also attached to intranet 60 are requisition and catalog (Req/Cat) servers 80. Server 80 functions as a front end server to accounting system server 82, and is connected to a file of vendor catalogs and contracts 72, to a client (customer) host system 74, and through a firewall to SAP servers 82. SAP server 82 is an accounting driver for the procurement and accounts payable (A/P) system of the customer. SAP servers 82 are connected to supplier systems 84, to a customer data warehouse 78, and to customer ledger and accounts payable systems 86, 88.

During the operational phase of a completed and functioning system, a customer (aka end user, or client) 98 enters requisitions via the intranet to server 80. Server 80 accesses client host system 74 for pricing, reports, etc., and vendor catalogs and contracts 72 to gather information needed by SAP servers 82 to generate purchase orders or requests for quotes (RFQs) to supplier 84, to update data warehouse 78, client ledger 86, and client accounts payable 88 systems. Warehouse 78 stores client data maintained by the supplier of the Req/Cat and general procurement system, which supplier may be the primary enterprise (a primary services organization, such as the IBM Corporation) with control of the design and implementation of the system, or a contractor of the enterprise qualified as a third party service provider.

In operation, during presales, assessment, preparation, development, deployment and support stages, team members 64, access database 70 via intranet 60 and server 62 to create a playbook including a detailed description of an accounts payable and Req/Cat system for a particular customer (aka client). This description is then used to personalize Req/Cat servers 80 and SAP servers 82 for the customer installation. During operation, a user 98 accesses Req/Cat server 80 via intranet 60 to enter a requisition or to query the status of previously entered requisition. When entering a requisition, Req/Cat responds to end user 98 with a form to complete. Req/Cat 80 accesses SAP server 82 through the firewall with the requisition or request for status. SAP server 82, responsive to a requisition, issues a purchase order or request for quote to supplier 84, and updates accounts payable 88 and ledger 86, as required through the normal procurement and accounting process implemented on behalf of the customer.

Referring to FIG. 2, the various departments and individuals representing team members 64 include business office 120, architecture 122, education and training 124, project manager 126, Req/Cat development 128, business process design 112, electronic data interchange (EDI) 114, application development 116, information technology 130, business controls 132, procurement process 134, transition management 136, SAP development 138, marketing 118, general procurement operations 98, and support management 96. Each of these departments and individuals perform various rolls and functions during the life of the project from assessment through deployment and use, as will be more fully described hereafter in connection with FIG. 3.

Referring to FIG. 3, in accordance with the preferred embodiment of the method of the invention, assessment 101, preparation 102, development 103, deployment 104 and support 105 stages are executed to design, implement, and use a general procurement and accounts payable (GP/AP) system for a customer. Through these stages 101-105, procedures and methods are provided for seamlessly integrating all aspects of a total GP/AP system, including creating an electronic purchase requisition for goods and services with flexible approval functions, through invoicing and payment.

Further in accordance with the preferred embodiment of the invention, there is provided a web enabled delivery system.

Further in accordance with the preferred embodiment of the invention, there is provided a system and method for auditing service provider activities without being on site.

High level summary tasks implemented by playbook 70 database include business controls, information technology, SAP, communication, process, testing, configuration, project management, transition management, education and training, requisition and catalog (Req/Cat). Each of these summary tasks, as well as the drill-down (aka subsidiary) tasks implementing the details of each, may be accessed by team members 64 and service provider 66s within the playbook database 70.

Referring to FIG. 4, the playbook summary view 400 is illustrated. View 400 includes a title bar 402; pull down menu tabs file 404, edit 406, view 408, create 410, actions 412, window 414, help 416; create a summary task selection button 420, create a detailed task button 422, a folders and views section 424, and a task title display and selection area 426 which also includes a by column 436 and a status column 438 with an entry for each task displayed in area 426. With by category button 430 and all tasks button 432 selected, all tasks 434 is highlighted and display 426 presents a listing of tasks organized by category.

Referring to FIG. 5, the summary task template 440 presented to the user upon selection of create a summary task 420 is illustrated. As will be described hereafter, there are two flavors of template 440, one for major operations, and one for major steps within each major operation. Referring to FIG. 6, the detail task template 520 presented to the user upon selection of create a detailed task 422 is illustrated.

Selection of create summary task 420 presents a first summary task template 440 that used to design and describe a high level summary task for one of the playbook operations. In a preferred embodiment of the invention, there are thirteen such high level summary tasks, including assessment, business controls, configuration, education, image, information technology (I/T), marketing, process, project management, requisition and catalog (req/cat), SAP, testing, and transition management. The summary and detail tasks within these high level summary tasks are further organized into five major processing segments: assessment 101, project preparation 102, project design and development 103, deployment 104, and ongoing support 105. A high level summary task provides a summary of the inputs to the task, and of the output (deliverables) after all detailed tasks are completed. There two levels, or templates for summary tasks: one for major operations, the second for major steps within each operation.

Activation of create a detail task 422 presents to the user a third template 520 which is used to summarize the detailed tasks for each major step of a summary task.

The first and second templates 440 are almost identical. They include the fields set forth in Tables 1 and 2. Third template 520 contents are summarized in Table 3.

TABLE 1 SUMMARY TASK TEMPLATES PART 1 SECTION 1: CREATION STATUS Category 444: Categories include education, req/cat development, SAP development, transformation management, architecture, procurement process. Team 446: Specific project team responsible for this task. Offering type 448: Kind of product being brought to client: req/cat only, SAP only, and req/cat and SAP. Stage 450: The stages are assessment 101, project preparation 102, project development 103, deployment 104, and support 105. Doc owned by 452: Team 140 owner of document, the designer of this one template. The teams 140 are those illustrated in FIG. 2. Doc created by 454: Author of this one template. Dev status 456: Approval status: first draft, final edit, final approval, etc. Only owner 452 can change this status. Only the owner 452 can approve the content of this template (task). SECTION 2: IMPORTANCE BUTTONS Education 462: Represents a combination of things, including (1) does someone need to be taught how to do this task, (2) is it something that should be included in the education package to the customer. Certification 464: Indicates whether or not an implementer of this task (ie, service provider) must be certified. Auditable 466: Indicates whether or not it is a task that Enterprise would be able to or needs to audit performance by the implementer/service provider Milestone 468: Indicates if this task is a critical accomplishment in the path of completing the implementation of the offering type. Critical path 470: Indicates if this is a task that must be completed in order to advance to the next task in order to complete the offering type, and can change during the course of the project as tasks are completed and the overall environment changes. SECTION 3: IMPLEMENTATION Task order 472: A number assigned to a detailed task that shows its order under the summary task. % complete 474: An estimate of how complete is this task document in its development for a particular customer. Executed by 458: Name of service provider (eg., Enterprise, or some Enterprise partner). Performed by 460: Technical team responsible for doing this task. Priority 476: High, medium, low priority, based on whether this task is in critical path, and whether or not it needs to be done in support of some subsequent task. Work effort 478: Estimated time required to complete this task. — Sequence 480: A number assigned to a summary task that shows its order under a higher level task. Task status 482: Represents how far the service provider has progressed in its implementation of this task. This is rolled up to Lotus Notes database 70 to enable the owner to track progress of the service providers during the audit phase.

Table 2 sets forth the template 440 fields which may vary between templates, including those for major operations and major steps within an operation.

TABLE 2 SUMMARY TASK TEMPLATES PART 2 SECTION 4: SUMMARY TASK DETAILS Description 490: High level summary description of major operations or steps. Assumptions 492: What if any assumptions apply. Prerequisites 494: Tasks that must be completed before this task can complete. Critical success factors 496: Description of tools, techniques, relationships, understandings, technical and relationship skills and commitments, knowledge base of team and customer, and so forth, needed to accomplish this task. Deliverables 498: Expected output of this task. SECTION 5: APPROVALS Task approver 500: Identity of approvers. Notification date 502: Date approvers notified. Request approval 504: Electronic signature of approval. SECTION 6: PROJECT REFERENCE Comments and dialog 506: General comments (open season). Deliverable checklist 408: Checklist of deliverables. Approval status 510: List of approvers of this document and status of their approval. Edit history 512: Listing of persons who have modified this document during its preparation (service provider is not allowed to change these task descriptions.)

TABLE 3 DETAIL TASK TEMPLATE SECTION 1: CREATION STATUS SECTION 2: IMPORTANCE BUTTONS SECTION 3: IMPLEMENTATION Sections 1, 2 and 3 are the same as for templates 440, with the addition of: Support resources 524: People needed to support completion of this task. Assigned to 526: Person executing this task. SECTION 4: DETAIL TASK DETAILS Description 490: Description of this task. Prerequisites 494: Tasks that must be completed before this task can complete. Task steps 528: Specific detailed steps that need to be accomplished to complete the task. Analysis 540: A description of what needs to be analyzed to come up with the right answer for the customer. (The resulting output will vary depending upon the results of the analysis - but this document doesn't change as a result of the analysis). Deliverables 530: Expected output of the task. Methodology attachments 532: Potential attachments, may be blank: anything from presentation charts, to questionnaires, to architecture charts - depends upon the task. SECTION 5: PROJECT REFERENCE AREA Comments & Dialog 506: Comments. Deliverable Checklist 508: Checklist, attachment listing (other than method attachments, supra). Approval status 510 List of approvers and the status of their approval (with respect to approval of this document, not of the implementation of the task, which is handled by the audit process). Edit history 512: Listing of persons who have modified this document during its preparation (service provider is not allowed to change these task descriptions.)

Database 70 at server 62 includes all summary and detail tasks templates which have been completed in a set for a particular customer. An initial set of the tasks listed in Table 4 is provided for each customer, but during project implementation phases 101-105, these are configured or personalized to the customer.

While many summary and detailed tasks of Table 4 do not appear in the flow chart of FIGS. 3A-3M, those selected illustrate a flow from start to finish across the five major stages—and form a representative, if not critical, path through them. As shown in FIGS. 3, and 3A-3M, the transitions between stages 100-105 are, in some instances, blurred and a particular task may be allocated to either or both of two of these stages.

In each stage, the key to success is the integration through the use of the templates of the groups (FIG. 2) and activities (Table 4, both summary tasks and detail tasks.) Also, an important aspect of the invention is the method provided across the five stages (FIG. 3) for effecting a transition from a legacy process, including hardware, software, work procedures and human resources, to a new process.

Table 4 is a chart of summary and detail tasks, pursuant to a particular embodiment of the invention, available for presentation in display area 426 of playbook summary view 400 upon selection of button 432. Selection by a user in display area 426 of a task designated with two or three alpha-numeric reference numerals P1, P11, P12, . . . , results in display of a template 440 personalized to the summary task, and selection of a task designated with four or more alpha-numeric reference numerals P111, P112, . . . , result in display of a template 520 personalized to the detail task. A user with appropriate authority may then view, correct, update, approve or otherwise modify the displayed task. The names of the detail tasks set forth broadly the functions or method steps performed in implementing the superior summary task. In Table 4, each summary task is identified in the first column by the stage 100-105 to which it pertains, in the second column by a task identifier P11, P12, . . . , and, for selected tasks, in the third column by the process step (150, . . . , 354 in FIGS. 3A-3M) to which it pertains. In general (with very few exceptions), a detail task pertains to the same stage 100-105 as its summary task.

TABLE 4 CHART OF SUMMARY AND DETAIL TASKS Summary Tasks Stage Task ID Step   Detail Tasks FOLDERS AND VIEWS BY CATEGORY ALL TASKS P1 ASSESSMENT 101 P11 Perform customer service offering assessment 101 P111 174   Perform customer business   assessment 101 P112   Perform customer business   assessment e-Req/Cat 101 P113   Develop workshop management plan 101 P114   Develop workshop management plan e-   Req/Cat 101 P115   Review findings from marketing   procurement consulting engagement 101 P116   Review findings from marketing   procurement consulting engagement   e-Req/Cat 101 P117 176   Formulate workshop approach 101 P118   Formulate workshop approach e-   Req/Cat 101 P119   Prepare for workshop 101 P11A   Prepare for workshop e-req/Cat 101 P12 178 Introduce recommend service offering to customer 101 P121   Present service offering to   customer (perform workshop) 101 P122   Present service offering to   customer (perform workshop) e-   Req/Cat 101 P123   Formulate proposal approach 101 P124   Formulate proposal approach e-   Req/Cat 101 P13 Create proposal and contract 101 P131   Develop and cost proposal 101 P132   Develop and cost proposal e-Req/Cat 101 P133   Draft and price customer contract 101 P134   Draft and price customer contract   e-Req/Cat P2 BUSINESS CONTROLS 103 P21 Business control requirements 103 P211 290   Confirm business controls   requirements 103 P212   Confirm separation of duties (SOD)   requirements 104 P213 292   Conduct ASCA self-assessment 104 P214   Risk assessment 104 P215 224, 294   Conduct ASCA/business controls   review 102 P2151   Confirm image production system   management strategy P3 CONFIGURATION 103 P31 320 Conduct Req/Cat functional detailed fit gap analysis 103 P311   Confirm Req/Cat organizational   hierarchy 103 P312   Define the Req/Cat functional   detailed fit 103 P313   Resolve functional gaps for Req/Cat 103 P32 324 Configure Req/Cat offering 103 P321   Confirm and refine “Ives Team   Studio” for code tracking 103 P322   Confirm and refine Req/Cat initial   settings and organizational   structure 103 P323   Confirm and refine Req/Cat   authorizations 103 P324   Refine and validate final Req/Cat   configuration 103 P33 Customize Req/Cat offering 103 P331   Validate and customize Req/Cat core   application change request 103 P332   Refine and validate final   customization for Req/Cat 103 P34 Produce custom Req/Cat programs 103 P341 276   Validate and code bridge change   requests (SAP and Req/Cat) P4 EDUCATION AND TRAINING 102 P41 Develop customer education and training strategy 102 P411   Validate customer education &   training objectives 102 P412 190   Define the training requirements   and approach 102 P413   Confirm the education & training   strategy 102 P42 Define system management processes 102 P421   Define SAP correction and transport   process 102 P422   Define and agree on service level   agreement SLA 102 P423   Define and administer SAP release   control process 102 P424   Define Req/Cat transport process 102 P425   Define and administer version   control process 103 P43 192 Define user documentation and training requirements 103 P431   Define customer user audiences and   requirements 103 P432   Confirm user documentation   requirements and standards 103 P433   Conduct detailed end-user task   analysis 103 P434   Assess user skills and training   needs 103 P435   Validate end-user courses and   content 103 P436   Identify users and course attendees 103 P437   Define and notify training   attendees 103 P44 Develop user training documentation 103 P441   Produce customer specific end-user   documentation 103 P442   Confirm training evaluation   materials/approach with customer 103 P443 194   Setup training system environment 103 P444   Validate training logistics 103 P445 198   Conduct pilot training with super   users 103 P446 196   Arrange documentation and training   material production 103 P45 Internal (Enterprise, service provider) training requirements 103 P451   Identify and organize appropriate   internal training 104 P46 Conduct end-user training 104 P461   Conduct train-the-trainer sessions 104 P462 214, 230   Perform training 104 P463 212   Conduct new buyer training P5 IMAGE 103 P51 Conduct image functional detailed fit gap analysis 103 P511   Define the image functional   detailed fit 103 P512   Resolve image functional gaps 103 P52 Configure image offering 103 P521   Refine and validate final image   configuration 103 P522   Confirm and refine image initial   settings P6 I/T 103 P61 Establish customer network/computing infrastructure 103 P611   Confirm component delivery 103 P612   Establish network/computing   hardware/software architecture   infrastructure 103 P613   Ready network/computing environment 103 P62 Establish EDI infrastructure 103 P621   Establish EDI infrastructure 103 P622   Conduct trading partner testing   (IT) 102 P623   Confirm EDI strategy 102 P6231   Setup image system environments 103 P6232   Establish cutover checklist and   perform pre-cutover activities for   image production environment 104 P6233   Validate image production support   for system management 103 P63 Develop reporting infrastructure 103 P631   Develop reporting infrastructure   (LIS/EIS) 103 P632   Develop DataMart extracts 103 P633 232   Develop additional reports   (customer/operations) 102 P64 Perform bridge architecture assessment 102 P641   Perform bridge architecture   integration point interfaces work   session 102 P642 158   Define bridge architecture project   objectives document 102 P65 Validate bridge, EDI, vendor reporting requirements 102 P651 270   Develop and manage bridge   architecture implementation work   plan 102 P652   Analyze EDI requirements 102 P653   Determine EDI communication   environment 102 P654   Analyze vendor master data load 102 P655   Analyze operational reporting   requirements 102 P656   Analyze customer requirements for   DataMart implementation 102 P657   Schedule and conduct weekly   interlock meeting 102 P658   Vendor lead client analysis 102 P66 Set up development/integration environment 102 P661   Set up SAP development/integration   environment 102 P662   Set up Req/Cat system environments 103 P67 Set up consolidation/test environment 103 P671   Set up SAP consolidation/test   environment 104 P68 218 Set up production environment 104 P681   Convert vendor master into   production environment 104 P682   Determine EDI tasks for production   environment set up 104 P683   Execute SAP cutover checklist 104 P684   Set up SAP production environment 104 P685   Establish SAP batch schedule 104 P686   Set up trading partners in   production environment 104 P687   Vendor lead client deployment 103 P688   Establish cutover checklist and   perform pre-cutover activities for   SAP production environment 103 P689   Establish cutover checklist and   perform pre-cutover activities for   e-Req/Cat production environment 105 P69 Refine/execute production support for system management 105 P691 234   Perform on-going support activities   for Req/Cat 105 P692   Post deployment reporting support 105 P693   Develop new bridges and application   extensions post go live 105 P694 236   Support new EDI transactions post   go live 105 P695   Execute system management security   support procedures 105 P696   Execute data management support   procedures 105 P697 236   Execute EDI support procedures 105 P698   Execute system management   operational support desk procedures 105 P699   Execute system management batch   support desk procedures 105 P69A   Execute system management SAPBI   support procedures 105 P69B   Execute system management master   data support procedures 105 P69C   Execute production support for   system management 103 P6A   Establish vendor master environment 103 P6A1   Establish vendor master 103 P6A2   Confirm vendor master 103 P6A3   ALE configuration for VLC 103 P6B Establish bridge architecture infrastructure environment 103 P6B1 272   Develop detail architecture   requirements definition 102 P6C 274 Validate system infrastructure requirements 102 P6C1 280   Analyze current network/computing   infrastructure 102 P6C2   Determine network/computing   requirements for project 102 P6C3   Confirm and begin network/computing   component acquisition 102 P6C4   Order and delivery of   infrastructure components P7 MARKETING 100 P71 Participate in marketing procurement consulting engagement 100 P711 170   Qualify potential client 100 P712   Qualify potential client e-Req/Cat 100 P713   Develop assessment statement of   work (SOW) e-Req/Cat 100 P714   Develop assessment statement of   work (SOW) P8 PROCESS 102 P81 156 Customer process introduction 102 P811   Conduct customer introduction to   Golden procurement and A/P   processes 102 P82 Process reviews with customer — procurement and A/P 102 P821 344   Review procurement processes with   customer 102 P822 342   Review A/P processes with customer 102 P83 Assess customer impact on internal Enterprise workload 102 P831   Identify current and potential   supplier catalogs for customer 102 P832 340   Perform assessment of customer   purchasing business 103 P84 Process alignment customer/Golden 103 P841   Determine GAPs between customer and   golden processes 103 P842   Perform process GAP resolution 103 P85 BMP process and procedures management 103 P851   Codes and procedures 103 P852 348   Update and review process   management & procedures manual 103 P86 Supplier readiness 103 P861 210   General supplier introduction 103 P862   Manage trading partner —EDI   suppliers 103 P863 346   Establish ASAP suppliers for   customer (ASAP = a SAP supplier not   requiring a buyer) 103 P864   Manage customer supplier outline   agreements 103 P865   Customer freight procedures 104 P866   Supplier memo mailing P9 PROJECT MANAGEMENT 102 P91 180 Initiate project planning 102 P911 160   Confirm project scope and   implementation strategy 102 P912   Confirm project organization and   assign resources to roles 102 P913   Prepare and validate project plan   and procedures 102 P914   Establish project team working   environment 102 P915   Orient project team 102 P92 150 Confirm and refine project management standards and procedures 102 P921   Confirm and refine issue management   plan 102 P922   Confirm and refine project   documentation 102 P923 152   Confirm and refine quality   assurance standards 102 P924   Create team building plan 102 P93 Confirm implementation strategies 102 P931   Confirm system configuration   standards 103 P9311    Customize image offering 103 P9312    Validate and customize image core    application change request 103 P93121     Refine and validate final     customization for image 102 P932   Confirm CR/PTR process 102 P933   Confirm testing strategy 102 P934   Confirm production support &   operations strategy 102 P935   Confirm SAP production system   management strategy 102 P936   Confirm e-Req/Cat production system   management stategy 102 P937 282   Confirm network/computing strategy 102 P938   Confirm vendor conversion strategy 102 P94 162 Prepare project team 102 P941   Conduct kick-off meeting 102 P942   Conduct project team standards   meeting 102 P943   Conduct project team training 102 P95 352 Define production support plans 102 P951   Define system management SAP   resource requirements 102 P952   Define system management e-Req/Cat   resource requirements 102 P953   Define production support accounts   payable plan 102 P954   Define production support CSC plan 102 P955   Define production support general   procurement plan 102 P956   Confirm SAP system authorizations   for project team 102 P957   Confirm Req/Cat access control list   (ACL) 102 P958   Define system management image   resource requirements 102 P96 Initial quality assurance review 102 P961   Initial QA review 103 &104 P97 Review project status and refine project plan 103, &104 P971   Conduct project team status   meetings 103 &104 P972   Conduct steering committee meetings 101 P98 Obtain customer approval 102 P981   Won bid analysis/transition to   implementation team 102 P982   Won bid analysis/transition to   implementation team e-Req/Cat 101 P983   Conduct lost bid analysis 101 P984   Conduct lost bid analysis e-Req/Cat 104 P99 Validate production support 104 P991   Validate SAP production support for   system management 104 P992   Validate production support for   accounts payable 104 P993   Validate production support for CSC 104 P994   Validate production support for   general procurement 104 P995   Validate Req/Cat production support   for system managment 105 P996   Validate education & training   production support activities 104 P9A Perform go live project office activities 104 P9A1   Ensure go live check lists   activities 104 P9A2   Go/no-go decision for go live 103 &104 P9B Interim quality assurance reviews 103 &104 P9B1   Interim QA reviews 105 P9C 244 Post-implementation quality assurance review 105 P9C1   Post-implementation QA review 105 P9D Production support review 105 P9D1   Confirm production environment PA REQ/CAT 102 PA1 Identify customer responsibilities for Req/Cat 102 PA11   Identify country/global   administrators & neg. con person 102 PA12   Perform country administrator   education 103 PA2 Prepare and load Req/Cat catalog data 103 PA21   Perform Req/Cat catalogue tasks 104 PA3 Req/Cat production readiness 104 PA31   Confirm Req/Cat for production   environment 104 PA32   Set up Req/Cat tables in production 104 PA33   Prepare Req/Cat production copy 104 PA34   Execute Req/Cat go live checklist PB SAP 103 PB1 254 Conduct SAP functional detailed fit gap analysis 103 PB11 250   Confirm SAP organizational   hierarchy 103 PB12   Define the SAP functional detailed   fit 103 PB13   Resolve SAP functional gaps 103 PB2 Produce custom SAP programs 103 PB21   Develop and validate SAP custom   programs 103 PB3 252 Configure SAP offering 103 PB31   Confirm and refine implementation   guide 103 PB32   Confirm and refine SAP initial   settings and organizational   structure 103 PB33   Confirm and refine SAP end user   authorization profiles 103 PB34   Refine and validate final SAP   configuration 103 PB4 Customize SAP offering 103 PB41   Validate and customize SAP core   application change request 103 PB42   Refine and validate final   customization for SAP PC TESTING 103 PC1 256, 260, Perform preparation activities for 322 testing (both Req/Cat and SAP) 103 PC11   Confirm and refine test case   templates 103 PC12 258, 326   Build comprehensive test plan 103 PC13   Develop test environment plan 103 PC14   Create test case specifications 103 PC15   Build/reuse test cases 103 PC16   Determine testing tools 103 PC17   Review and validate comprehensive   test plan 103 PC2 216 Perform comprehensive testing 103 PC21   Perform unit test 103 PC22 262   Perform component test 103 PC23 264, 328   Perform integration test 103 PC24   Administer network/computing   performance monitoring 103 PC25 266, 330   Perform system test 103 PC26 220   Perform user acceptance test 103 PC27   Perform other required testing 103 PC271   Support comprehensive image testing 103 PC28   Support comprehensive e-Req/Cat   testing 103 PC29   Support comprehensive SAP testing 103 PC2A   Support comprehensive image testing PD TRANSITION MANAGEMENT 101 PD1 172 Introduce transition management (assessment) 101 PD11 172   Develop initial assessment of   client 101 PD12   Provide transition management   workshop presentation 102 PD2 154 Model transition management (project preparation) 102 PD21   Provide transition management   strategy 102 PD22   Evaluate cultural impact of   solution 102 PD23 300   Develop/confirm transition   management plan 102 PD3 Develop communication plan (project preparation) 102 PD31 304   Build/confirm campaign plan 102 PD32 302   Update communications trategy 102 PD33   Deliver announcement/kickoff   communication 103 PD4 Initialize transition management (design and development) 103 PD41   Create incentive/reward program 103 PD42   Assess supplier impacts related to   transition management 103 PD43   Assess Enterprise support impacts   related to transition management 103 PD44   Design detail go live   material/activities 103 PD45 308   Create policy changes 103 PD46   Identify/plan for security 103 PD47   Detail process transition plan 103 PD48 306   Detail human resources plan 103 PD49   Detail employee relations plan 104 PD5 Ensure transition management activities (deploy) 104 PD51 350   Ensure new process management   system in place 104 PD52 222   Perform client readiness assessment 104 PD53   Perform transition management go   live activities 104 PD54 240   Manage human resources activities 105 PD6 Communication (support) 105 PD61   Thanks to users/suppliers 105 PD7 Validate transition management (support) 105 PD71   Monitor human resource issues 105 PD72   Assess effectiveness of transition   management program 105 PD8 Perform post implementation survey (support) 105 PD81 242   Administer post go live survey 105 PD82   Present and act upon survey   findings PE NOT CATEGORIZED 104 PE1 200 Perform go live process activities 104 PE11   Allocate buyer codes to commodities 104 PE12   Enter blanket orders . . . PE2 Table template document . . . PE21   Table template document

Project Assessment 101

Referring to FIG. 3 in connection with FIG. 2, project assessment phase 101 follows pre-sales phase 100, during which marketing makes its initial contact with the prospective client, or customer.

After initial contact from marketing 118, the main thrust of Assessment Project 101 is to provide an integrated, cross-functional customer solution to the client. An assessment team is led by the Business Office 120, but requires input and participation from the project leaders of Architecture 122, Transformation Management 136, Business Process 112, EDI 114, and Application Development 116.

Assessment 101 begins with a complete review of the client's current general procurement and accounts payable processes. This includes debriefing the initial marketing team 118, instructing the project leaders 126, and accumulating all other relevant data available about the client's processes, tools, and organizational structures. The Assessment Team then defines an integrated customer solution that covers technical, educational, and Human Resource issues.

The delivery of the Workshop is intended to present an overview of the customer solution, initiate discussions on process analysis and strategic implementation, and confirmation of the solution fit. Specific goals of a workshop phase within assessment stage 101 include the following:

-   (1) Prepare and deliver a presentation to the customer defining the     service offering, including any essential documentation on the     offering, and a demonstration of the end-user tool(s), as     applicable. -   (2) Collect area specific information and customer requirements on     network process sourcing, procurement, accounts payable, and     finance; and EDI, I/T, and transition management. -   (3) Identify high level gaps in each such area. -   (4) Identify additional high level requirements for new process     support, and for conversion requirements, including requirements for     commodity structure, account structure, vendor, and contracts. -   (5) Identify interface requirements, including requirements for HR,     cost center, catalogs, ledger, information warehouse. -   (6) Validate accounting for project, appropriation, contract, job,     tax reporting, currency, and check reconciliation. -   (7) Identify requirements for network, EDI, testing, and application     development including new reports, new interfaces, and new features. -   (8) Assemble a high-level gap analysis. -   (9) Create a high-level Customer Scope Document. -   (10) Confirm the recommended solution.

At the completion of the workshop phase, the assessment team 106 convenes to develop and cost the final customer solution and proposal. At this time, the members of assessment team 106 assemble, understand, and validate the collected data; review standard proposal options with assumptions and identify items that apply to this client; create a draft of the proposal including scope, risk, schedule, and resources; review the draft with team and other project members to obtain sizing and costing information for each area; compile costing information to add to the proposal; and perform QA review of the system integration, application development, managed operations (including service delivery center (SDC), application IT, and Process Operations) proposals, and of the overall proposal.

The resulting proposal is delivered or presented to the client. Final Assessment activities include follow up query responses and, should the proposal be declined, a loss analysis. This loss analysis feeds back into assessment process 101 to improve its overall effectiveness and efficiency.

Referring to Table 4, summary tasks pertaining to assessment stage 101 are listed, together with included detail tasks. For each task, a template 440 or 520 is maintained in data base 70, and accessed by team 108 members and others through summary view 400 to track progress (including viewing, updating, sharing, and approving) during this assessment stage 101.

Project Preparation 102

Referring further to FIG. 3, project preparation stage 102 sets up the project, initializes detail planning, and models the plan for making the transition from the client's legacy system and process to the new system and process (or, offering).

A critical element of this stage is to ensure resources are assigned to transition management 136, both from the project implementation team 126 as well as from the client. During this stage the transition activities required for a smooth migration from the old client process and system to the new service offering are modeled. The result is a detailed transition management plan that is specifically designed for the client. Stage 102 tasks and deliverables include the following:

-   (1) Perform analysis on the client HR environment, including     organization structure and relationships, labor relations,     management, administration, and end user roles and responsibilities,     and the general HR environment. -   (2) Develop and approve the detailed transition management and     communication plan. -   (3) Update the client specific transition management strategy. -   (4) Define the quality assurance (QA) process required to assure     that a project conforms to documented standards and meets documented     requirements. The purpose of this task is to confirm the quality     assurance standards between Enterprise and the client, and     identifies the tasks that are to be audited by the Enterprise     Technical Center.     The QA review is a beneficial process for the project as it timely     recognizes potential risk areas and reduces the possibility of     project delays while achieving faster implementation, attaining low     cost and increasing the customer's level of confidence. Deliverables     of the QA review task include the following: -   (1) Confirm and refine quality assurance standards with the     customer. -   (2) Confirm that technical requirements can be met. -   (3) Confirm that business and financial measurements can be met. -   (4) Confirm that the proposal is complete and the required processes     have been followed. -   (5) Establish QA schedule for the project.

Integration of all critical Enterprise and client team members provides the glue to assure a smooth project. By completing the detailed tasks within project preparation stage 102, the recommended implementation standards, procedures and strategies for the project are shared with the technical and business functional members of the project team as well as with the customer. All team members have input in this process, and understand the basic procedures, once they have been agreed to. These procedures, documented in summary and detail task templates listed in Table 4, include the following:

Configuration Standards

CR/PTR Process

Testing Strategy

Production Support and Operations Strategy

SAP System Management Strategy

Req/Cat System Management Strategy

Network Computing Strategy

Vendor Conversion Strategy

Project Design and Development 103

Referring further to FIG. 3, project design and development phase 103 provides and documents in a database of templates referred to as a Playbook, the business controls, transformation management, and SAP and Req/Cat customization required for an integrated approach to a complete customer solution.

During this stage 103, business controls 132 provides a comprehensive process that identifies key control points and establishes detailed procedures to assure a quality installation. The deliverables include documentation, separation of duties, sensitive programs, logical access control, logging (audit trail), change control for tables, change control for programs, system testing, input controls, processing controls, error handling controls, output controls, balancing and reconciliation, vital records and disaster recovery, records management, reports, local area network (LAN), and country specifics, as described below:

-   (1) Documentation: an assessment of the quality and completeness of     existing program documentation and a determination of the degree to     which programs could be efficiently reconstructed if they were     destroyed. -   (2) Separation of duties: the duties of the programmer, computer     operations, and user groups are reviewed to ensure that separation     of duties problems do not exist. No one individual can control     activities within a process (or any event in a string of events) in     a way that permits errors of omission, or commission of fraud,     theft, etc., to go undetected. -   (3) Sensitive programs: controls must be in place to prevent     unauthorized modification and/or use of the application. -   (4) Logical access control: while programs are generally controlled     by a site procedure, application data has a formal access control     mechanism. -   (5) Logging (audit trail): a logging mechanism is established to     ensure the audit trail is correct. -   (6) Change control (tables): a change control system is put in place     to evaluate, justify and control changes to tables. -   (7) Change control (programs): a change control system is put in     place to evaluate, justify and control changes to programs. -   (8) System Testing: system testing procedures are effectively     planned and carried out to ensure that controls are successfully     tested and documented. -   (9) Input controls: to insure accuracy and completeness of     information entering an application. -   (10) Processing controls: controls are applied for entry of data     into the computer application system that ensure accuracy and     completeness of data during computer processing. -   (11) Error handling controls: controls for error handling and     reprocessing of transactions. -   (12) Output controls: output controls ensure the integrity of the     output data from conclusion of computer processing to delivery to     the user. -   (13) Balancing and reconciliation: verifies that procedures to     reconcile output to input are effective. -   (14) Vital records and disaster recovery: disaster recovery is     designed to provide for the continuity or rapid system restoration     of a business process immediately following a natural or man-made     emergency or disaster. -   (15) Records management: verify that information is managed with     sound business practices and controls. -   (16) Reports: verify that reports are distributed properly. -   (17) Local Area Network (LAN): Refer to ITCS 201, “Security     Standards for Local Area Networks and Distributed Computing.” -   (18) Country specifics: verifies that any questions particular to     this specific country are completed.

Req/Cat is a requisition and catalog product designed, developed, and maintained by Enterprise for use in systems such as those developed in this stage 103.

SAP is an financial and accounting package which an enterprise or company may license for its own use and for its customers. SAP configurators that customize package programs to fit the needs of the client are provided for use during design and development stage 103. All other installations of SAP are “off the shelf”, with the client changing its internal structures to fit SAP requirements.

Transition management is the most overlooked part of any implementation process. It is critical to address the corporate culture and personality at the earliest contact. Strategic and tactical plans may then be developed that guide the implementation through “Go Live” and for an agreed period thereafter. The purpose of transition management steps of the design and development stage 103 is to provide guidance to the development team members as they work with the client to institute policy changes that might be introduced as part of the implementation of the new process and system. Necessary changes to the legacy system are identified and a plan developed to announce and introduce changes in policy. Policy change includes key business rules that are part of the management system for purchasing and procurement. They may be associated with approval levels or procedural changes in the new system. The target is not the day to day operation but management decision and support systems that might be affected. The areas addressed include:

Measurements (old and new)

Management system

Approval levels

Supplier contacts and contracts

Reward systems

Incentive Plans

Security

Employee and user changes

All of these areas require strategic and tactical planning that includes the following steps:

-   (1) Identify the current (legacy) system or process and compare it     to the new process or system to be implemented to identify gaps. -   (2) Develop specific recommendations for gaps between the legacy and     the new system or process, identifying the level of sensitivity and     whether or not action is required as part of the transition. -   (3) Determine the announcement and transition (or, cut over) date     for each action identified. -   (4) Design a communications plan to build the message and media for     communicating the changes to affected parties. -   (5) Design a process transition plan to ensure the elements of     change are integrated into the overall plan for the process. -   (6) Determine how the policies must be modified according to new     standards and procedures -   (7) Determine what new policies and procedures will be implemented     as part of the process and system.

Finally, integration of the above design and development stage 103 process steps along with the technical teams involved allow the delivery of a cross-functional solution under one unified and managed plan.

Project Deployment 104

Referring again to FIG. 3, project deployment phase 104 uses the Playbook to improve deployment of (1) quality, or application systems control and auditability (ASCA), (2) transition management, and (3) integrated project management systems and procedures.

1. Quality (ASCA)

A business controls team provides dedicated resources throughout the life cycle of the project. During the project development stage 103, this team has planned and executed an ASCA self-assessment that has covered an extensive list of technical, business, financial, and client issues. In this deployment stage 104, its members are responsible for managing an independent audit that will cover the same areas. The independent auditors then issue an acceptance position that is required before the client can “Go Live” with the new system and process. Deployment stage 104 activities include:

-   (1) Create the project plan for ASCA Review preparation activities. -   (2) Determine which Enterprise organization will conduct the ASCA     and business controls review. -   (3) Prepare all ASCA documentation required for the review. -   (4) Prepare all sub-process overviews and descriptions of process     flow. -   (5) Ensure the test plan includes those elements of the ASCA checks     required to ensure business controls, separation of duties, and     authorization matrices, data integrity and security. -   (6) Create, update and complete all required documents of     understanding (DOU's) & service level agreements (SLA's). -   (7) Ensure the separation of duties matrix (SOD) is current at time     of final review. -   (8) Review all testing and obtain test approvals. -   (9) Ensure all approvals have been obtained and signed approval     forms available for ASCA Review. These include approvals for process     ownership, ASCA requirements, self-assessment and system cutover.

2. Integrated Project Management

During this deployment stage 104, project manager 126 has the task to validate and confirm that all checklists and status are acceptable prior to Go-live. This includes the readiness of all aspects of the project, and once satisfied, a review is conducted and the customer's formal sign-off for Go-live is obtained. Status transition management and client readiness assessment and confirmation activities include verification that:

-   (1) No critical open issues exist in any area. -   (2) All relevant aspects of readiness have been included in the     status check. -   (3) Network and computing performance testing is complete. -   (4) System test is complete. -   (5) User acceptance test is complete. -   (6) System management production environment Go-live checklist is     complete. -   (7) Any needed CR's and PTR's have been generated. -   (8) Production support is in place. -   (9) Supplier readiness is reviewed and accepted. -   (10) Service provider readiness is confirmed. -   (11) Enterprise GP readiness is confirmed. -   (12) Review of the compiled check information is completed. -   (13) Customer sign-off on the Go-Live decision is obtained.

3. Transition Management

A transition management team prepares for the deployment, or “Go Live” of the client solution. During this deployment stage 104 in the project, virtually all technical problems are resolved and systems configured. The client is now ready to deploy and the human factors must be aggressively managed to assure a smooth transition from the legacy systems to the improved client solution. Transition management activities within deployment stage 104 ensure that organization, measurements, management, support, and labor relations functions are developed, explained, reviewed, understood, in place or on schedule, as appropriate.

-   (1) Organization: organizational changes for Go-Live, updated     communications plans, feedback mechanism for persons displaced by     changes in organization, and the new organization. -   (2) Measurements: changes in measurement system, plan to cut over to     the new measurements, and communications explaining the new     measurements, including how they are derived, how they are used and     their importance to the business. -   (3) Management: changes in management or management     responsibilities, communications explaining the changes in     management structure, and why it is important to the clients'     organization, the management chain and path for escalation of     issues, normal business reports and their use. -   (4) Support: support structure for both client and technical     support. -   (5) Labor Relations: activities associated with the loss of a job     role, plan to notify the affected people, communication plan for     providing information to remaining employees on the reasons for the     changes and for fostering support for the new process.

Integration of the cross-functional teams to accomplish the deployment of the customer solution is facilitated by use of the system and data base structure of the preferred embodiment of the invention.

Ongoing Project Support 105

Referring further to FIG. 3, project support stage 105 enables project teams, all of which have continuing responsibilities with the client after “Go Live”, to provide the required ongoing support. As with all other stages, integration of the teams through the use of the systems and methods provided by the invention, including transition management systems and methods, is greatly facilitated. It is a characteristic of the preferred embodiment that each of these areas has specific predetermined plans, actions and responsibilities, and these are audited and tracked through a GP/AP development and deployment system.

During support stage 105, transition management 136 delivers an approved detailed questionnaire with quality questions in a logical format that allows end-users to express their opinion and provide information that meets the survey objective. Support stage 105 includes a plan for communicating the survey results to the participants and taking action in response to the survey results. This stage also incorporates a continuing education plan for training new employees as well as continually updating the material so that reflects the latest version of the application.

The survey in stage 105 is structured to determine the end users' perception of the new system, system ease of use, response time from both the system and CSC (Customer Service Center), and customer knowledge level of processes and product. Results of the survey are compiled and presented to the client and Enterprise Management Teams along with action plans, time tables, expected results for approval, and implementation. A Lessons Learned document is reviewed with the project team and appropriate adjustments made for future engagements.

Project Manager 126 provides a quality function task after “Go Live”. This task aims at checking the implementation of the EPS Offering to determine if anything needs special attention or focus. It is also the formal sign-off on the final delivery of the implementation by the customer. Its deliverables include:

-   (1) Customer accepts delivery of the EPS general procurement     offering implementation and signs off. -   (2) Action list on issues and CR/PTR's, if applicable. -   (3) Formal transition of operational responsibility to operations 98     and support management 96. -   (4) Preliminary business benefits evaluation.

The Req/Cat and SAP technical teams 128, 138 provide ongoing reviews and improvements to the client's process through the CR and PTR processes. These are formalized, documented processes with management controls to attain cost, schedule, and customer objectives.

As part of the new business process, support center 94 is established to provide long term assistance in any area of the application solution. This includes communication of feedback, real time application assistance, and special requests for problems concerning data.

It is the planned integration of these multi-functional teams that provides an innovative solution to the customer.

Representative Implementation of Ongoing Support Stage 105

Referring to FIG. 3E, a series of steps illustrating an exemplary selection of tasks in ongoing support stage 105 will be described.

While steps 230-244 represent a selection of key steps in stage 104, other summary and detail tasks designated in Table 4 as pertaining to stage 104 are typically included in the initial set of templates for this customer, and are also used as they are determined to be applicable. Some field entries are dynamic and changeable during the course of ongoing support stage 105. The templates are also editable for a particular project, and do not necessarily continue during use to conform to the original format.

In step 230, ongoing training, similar to that of step 214, is provided. Education material is supplied and maintained to the latest version of Req/Cat to the client. This is distributed using distance learning techniques.

In step 232, the data warehouse team accesses detail task template P633 in the course of developing additional reports. Task P633 is originally executed in stage 103, and is also applicable to on-going support stage 105. This task describes the steps necessary to complete in stage 103 the development required to support the Operational Reporting needs during on-going support stage 105. Template P633, Table 27, provides, either directly or by way of links to other documents, instructions, flow charts, sample questionnaires, report models and checklists for guiding, coordinating and documenting the work of the data warehouse team.

TABLE 27 DETAIL TASK: DEVELOP ADDITIONAL REPORTS CREATION STATUS Category: I/T Team: Data warehouse Offering type: Req/Cat, SAP, Req/Cat&SAP Stage: 3. Design & Development IMPORTANCE BUTTONS Education: No Certification: Yes Auditable: Yes Critical path: Yes IMPLEMENTATION Executed by: Service provider Performed by: Customer, reporting analyst Priority: High Work effort: 15 days Sequence: 3 months prior DETAIL TASK DETAILS Description: This task describes the steps necessary to complete development required to support the Operational Reporting needs. This task will use the CR's identified in the Analyze Operational Reporting Requirements detail task from the Project Preparation stage. Detail requirements will be realized and resolutions will be researched, defined, documented and agreed on by the customer, Operations team and the Reporting implementation team members. Prerequisites: Gaps must have been documented on a CR form(s) and initiated in the Analyze Operational Reporting Requirements detail task in the Project Preparation stage Task steps: 1. Perform Required Development - Review the CR form, update the form with additional development requirements (if required). For the CR's assigned to the Reporting team, complete necessary actions for development of these: Develop Reports Update Reporting Tree Update Report List Document 2. Interlock with AD Team - For the CR's assigned to the SAP AD team review requirements with team and discuss development methods. 3. Interlock with Image Team - For the CR's assigned to the Image AD team, review requirements with team and discuss development methods. 4. Unit Test - All reports developed via CR must be unit tested prior to transporting the code to the Test environment. Unit test Reporting team development Document test results Obtain customer sign off on unit test Participate in SAP AD team development Review documented test results Sign off on successful testing Participate in Image AD team development Review documented test result Sign off on successful testing 5. Submit Transport - Once unit testing has been completed and signed off, the code must be moved into the Test system for formal System, User and Integration testing responsible for own transports and coordinate any AD involvement). Ensure all transports exist Submit transport to target system Verify transport successful 6. Support Testing Process - It is necessary to be available to provide explanations of development or to answer questions regarding any subsequent changes identified via a problem log (PTR). Obtain sign off from Test team Ensure transport to Production system has been initiated 7. Update Reporting Document - Update all relevant documents. Update the document with the changes and additions in fields, values, reports, etc. (i.e. BPMGP) Update the standard list/golden list of reports 8. Train Customer - If training is required for the operations team on the additional reporting specifications the following should be considered. Update training material Schedule training with Operations Perform necessary training 9. Update Reporting Project Plan - The Reporting Team project plan should be updated accordingly with new development work, dates and detail required to complete this task. Deliverables: Development Documentation Supporting New/Changes to Reporting Code Updated CR Form Unit Test Results Transport Request to Test System Test Team Sign Off Updated Report Instruction Document (if required) Reporting Team Project Plan Methodology attachments: The following document links contain the attachments necessary to complete this task: Sample Development Documentation Supporting New/Changes to Reporting Code => Report Instruction Document => Sample DataMart Decision Point Matrix => PROJECT REFERENCE AREA Comments & Dialog: Step Checklist: 1. Perform required development - update CR form. 2. Interlock with SAP AD team - describe reporting requirements. 3. Unit test - document test results. 4. Submit transport to test system. 5. Support testing process - obtain sign off on successful test. 6. Update report instruction document. 7. Train operations team. 8. Develop reporting project plan.

In step 234, the Req/Cat team accesses detail task template P691, Table 28, in the course of providing ongoing Req/Cat support. After the Req/Cat system has Gone Live, the system is monitored any production problems that occurred solved. Template P691 provides, either directly or by way of links to other documents, instructions, flow charts, sample questionnaires, report models and checklists for guiding, coordinating and documenting the work of the Req/Cat team through the task.

TABLE 28 DETAIL TASK: PERFORM ON-GOING SUPPORT ACTIVITIES FOR REQ/CAT CREATION STATUS Category: Req/Cat Team: Req/Cat Offering type: Req/Cat, SAP, Req/Cat&SAP Stage: 5. Ongoing support IMPORTANCE BUTTONS Education: Yes Certification: No Auditable: Yes Critical path: No IMPLEMENTATION Task order: 1 Executed by: Service provider Performed by: Req/Cat Admin Priority: Medium Sequence: One day after DETAIL TASK DETAILS Description: After the Req/Cat system has Gone Live, you will need to have people allocated to monitor the System and solve any production problems that occurred. Generally, the Global and Country administrators will be responsible for the daily monitoring of the Req/Cat table information and the feed of data through the Req/Cat tables. Prerequisites: The Req/Cat system has Gone Live The Post Production Support structure/process has been implemented Task steps: Daily, the Country and Global administrators will need to monitor the Req/Cat Production system to identify errors, analyze the cause, and determine the resolution path. To monitor the system, you will need to look in the systems logs and the bridge ID's e- mail. There will be times when the CA or GA can fix the problems themselves and other times when a CR or PTR will need to be raised. Refer to the attachment Req/Cat Production Support Procedures for a complete description of the ongoing support procedures for Req/cat. Daily, the CA and GA will need to maintain the catalogs, HR feeds, cost centers fields, and country table information. Generally, the most errors will occur with the HR and Cost Center feeds. In additional the table monitoring tasks, the support people will need to look at how the process are working and identify and concerns or suggestions for improvements. The CA and GA will also need to work closely with the Customer Service Center (Help Desk) to answer questions they may have to serve as the second point of contact for issues or questions that are raised by callers. Obviously, the SCS/Help desk will attempt to answer all questions first, but there will be problems or questions where the will need assistance for resolution. For the first few weeks after production cut over, there should be daily support team meeting to identify major problems, concerns, etc. The CA and GA should attends these meetings and actively participate in the discussions and resolution process. Any open issues or unresolved problems should be addressed to the Production Support Leader and escalated if they are not solved within a reasonable amount of time. Deliverables: A Req/Cat production support structure with defined procedures and roles. Methodology attachments: Req/Cat Production Support Procedures ->

In step 236, the EDI team accesses detail task templates P694 (Table 29) and P697 (Table 30) in the course of supporting EDI transactions post go live. These tasks cover data management, help desk support procedures, report generation, and security. Templates P694 and P697 provide, either directly or by way of links to other documents, instructions, flow charts, sample questionnaires, report models and checklists for guiding, coordinating and documenting the work of the EDI team through the steps of these tasks.

TABLE 29 DETAIL TASK: SUPPORT NEW EDI TRANSACTIONS POST GO LIVE CREATION STATUS Category: I/T Team: EDI Offering type: Req/Cat, SAP, Req/Cat&SAP Stage: 5. Support IMPORTANCE BUTTONS Education: Yes Certification: Yes Auditable: Yes Critical path: No IMPLEMENTATION Executed by: Service provider Performed by: EDI specialist Priority: Medium Work effort: 30 days Sequence: One month after DETAIL TASK DETAILS Description: The customer may choose to add additional transactions once the selected service offering has been implemented. The following EDI transactions are standard and are most often added after the customer goes live to meet additional requirements: 840 - RFQ 843 - Response to 840 832 - Price/Sales Catalog 856 - Ship Notice/Manifest For non-standard transactions the same steps should be followed, however a CR will need to be created, bid and approved through the CR Process Flow before the additional work can be done. Prerequisites: Customer must be using EDI in a production environment for the selected service offering. Task steps: 1. Confirm customers current EDI Infrastructure - Review the project documentation that specifies EDI infrastructure for customer 2. Define New Requirements - Meet with the customer to define new requirements and transaction needed for the Production environment, compare requirements to Golden IDOC for transaction Analyze customer requirements Transactions IDOC's Data Fields Required Optional 3. Create Trading Partner Transaction Map - For each ANSI X.12 transaction selected, independent of how many trading partners exist 4. Interlock with Req/Cat and SAP units of measure - To ensure integrity of order of data ANSI standards 5. Interlock with Trading Partners - Communicate all customer specific requirements for new transaction to trading partners Define Media Letter Meeting/Forum Web Page Convey business strategy for new transaction 6. Identify Trading Partner Issues - All issues from the interlock with trading partners must be documented and presented to the customer for a decision 7. Unit Test - Once system communication has been established follow the test check list to complete the unit test Verify Mapping Test JCL Add to Job Stream Document Test Results 8. Move To Production Environment - Once all testing has been completed successfully and customer sign off has been obtained schedule move into Production, follow EDI Go Live Check List Deliverables: New Requirements for EDI Transactions documented Communication to Trading Partners regarding new transaction requirements Trading Partner Transaction Map Unit Test Results New Transaction(s) Moved to Production Systems Methodology attachments: The following document links include all necessary attachments to complete this task: Web Page Link => EDI Checklist => EDI TP Package => PROJECT REFERENCE AREA Comments & Dialog: Step Completion Tracking Checklist: 1. Confirm customers current EDI infrastructure. 2. Define new requirements. 3. Create trading partner transaction map. 4. Interlock with Req/Cat and SAP units of measure. 5. Interlock with trading partners. 6. Identify trading partner issues. 7. Unit test.

TABLE 30 DETAIL TASK: EXECUTE EDI SUPPORT PROCEDURES CREATION STATUS Category: I/T Team: System Management Offering type: Req/Cat, SAP, Req/Cat&SAP Stage: 5. Support IMPORTANCE BUTTONS Education: Yes Certification: Yes Auditable: Yes Critical path: No IMPLEMENTATION Executed by: Service provider Performed by: EDI specialist Priority: Medium Sequence: Ongoing support DETAIL TASK DETAILS Description: This task provides the steps, attachments and desk procedures required to support the EDI process in a Production environment. Task steps: 1. Maintain and Follow EDI Setup Procedures (GP): Inbound Outbound Test CPS North Production CPS Test 2. Maintain and Follow Web EDI Setup: Analysis: Deliverables: EDI Support Maintenance Desk Procedures Methodology attachments: The following doclink will provide the attachments necessary to complete this task => EDI Setup Procedures: Inbound Outbound Test CPS North Production CPS Test Web EDI Setup: PROJECT REFERENCE AREA Step Checklist: Use the following table to track the completion of each step: 1. Maintain/follow EDI setup procedures. 2. Maintain/follow EDI web setup procedures. Approval status: Edit history:

In step 238, service delivery center (SDC) ongoing support, help desk functions that are supplied to the client through time. This covers problem reporting, new requests for reports, education questions, and so forth.

In step 240, the transition management team accesses detail task template PD54, Table 31, in the course of insuring that the human resources aspects of the transition plan are in place and in progress. Specifically, this step deals with organizational impacts, changes in roles and responsibilities, labor relations, bonuses and incentives, meetings, feedback and comments. During this step, the auditors check to see the plan is being executed properly. Template PD54 provides, either directly or by way of links to other documents, instructions, flow charts, sample questionnaires, report models and checklists for guiding, coordinating and documenting the work of the transition management team through the steps of this task during deployment and ongoing support stages 104 and 105.

TABLE 31 DETAIL TASK: MANAGE HUMAN RESOURCES ACTIVITIES CREATION STATUS Category: Transition Management Team: Transition Management Offering type: Req/Cat, SAP, Req/Cat&SAP Stage: 4. Deploy IMPORTANCE BUTTONS Education: Yes Certification: Yes Auditable: Yes Critical path: No IMPLEMENTATION Executed by: Service provider Performed by: Transition manager DETAIL TASK DETAILS Description: This step specifically focuses on the Human Resources aspects of the transition and is intended to insure the elements of the transition plan that focus on this area are in place and in progress. During this detail task, you will be assessing and ensuring the steps in the plan are being implemented and the transition is moving forward from an HR perspective. Specifically, this step will deal with the following areas. Organizational impacts Changes in roles and responsibilities Labor relations Bonuses/Incentives Meetings/Feedback/Comments Earlier the client was assessed as to the impact of the transition on these areas. A plan was developed to respond to the issues related to HR and built in the transition plan. During this step, you will check to see the plan is being executed While it is the responsibility of the Transition Management coordinator at the Enterprise/Service Provider project to ensure these tasks are completed, the client HR department must play a strong role to ensure the actions required of the client are carried out In general, issues and concerns identified will be handled with the right communications and training for those affected. However, there may be cases where actions need to be taken that is specific to a particular problem. This is particularly true where jobs are either eliminated or added. Prerequisites: Ensure a clear understanding of the client various HR worksheets and the analysis of the sheets as part of the development of the transition plan. Go-live is completed and the system/process has been successfully implemented. Deliverables: Updated input to the client Transition Management Plan, only as needed. Any required announcement material Customized Presentations for Meetings Methodology attachments: Organization Announcement Presentation -> PROJECT REFERENCE AREA Step Status Checklist: Step Status 1. Ensure steps are in progress to move toward any changes in organization that are part of the transition. 2. Ensure any changes in organizational communications or relationships are in progress. 3. Ensure changes in individual job roles and responsibilities for managers/administration/ process end users 4. Ensure activities associated with the loss of a job role are in place For any activities directly related to labor unions see next step document 5. Make sure the new measurements (if any) are in place and understood by those affected by the change. Ensure the transition to the new measurement system is on tract and any measurement that will affect peoples performance evaluation are understood and working properly. Ensure normal business reporting is working and those receiving the reports understand each report AND what they should be doing with each report. Ensure the transition to the new measurement system is on track and any reports or measurements that will affect employee bonus plans are understood and working properly. 6. Review the transition management plan for all elements associated with HR and HR impacts and ensure they are on track for completion by general cut over date. 7. Ensure the action plans identified are provided as input and are included as an attachment that updates the final Transition Management Plan for the client. 8. Ensure user meetings are scheduled. Review initial communications plan to ensure that no changes are necessary to the base plan. After the meetings, provide a mechanism for feedback and comments. Approval status: Edit history:

In step 242, the transition management team accesses detail task template PD81 in the course of distributing and analyzing a survey questionnaire and preparing action plans for implementation by management. Template PD81 provides, either directly or by way of links to other documents, instructions, flow charts, sample questionnaires, report models and checklists for guiding, coordinating and documenting the work of the transition management team through the steps of the task.

In step 244, the project office team accesses summary task P9C and its subsidiary tasks in the course of providing post implementation QA review. Template P9C provides, either directly or by way of links to other documents, instructions, flow charts, sample questionnaires, report models and checklists for guiding, coordinating and documenting the work of the project office team through the steps of the task.

Advantages Over the Prior Art

It is an advantage of the invention that there is provided a system and method for evaluating a client's general procurement and accounts payable (GP/AP) system.

It is an advantage of the invention that there is provided an optimized solution for out-sourcing procurement of goods and services.

It is an advantage of the invention that there is provided a system and method for training service providers.

It is an advantage of the invention that there is provided a system and method for managing service providers to assure quality of service.

It is an advantage of the invention that there is provided a system and method for managing a project.

It is an advantage of the invention that there is provided an optimized general procurement and accounts payable system characterized by lower costs, a paperless process, and more comprehensive service with a shorter cycle time.

ALTERNATIVE EMBODIMENTS

It will be appreciated that, although specific embodiments of the invention have been described herein for purposes of illustration, various modifications may be made without departing from the spirit and scope of the invention. In particular, it is within the scope of the invention to provide a computer program product or program element, or a program storage or memory device such as a solid or fluid transmission medium, magnetic or optical wire, tape or disc, or the like, for storing signals readable by a machine, for controlling the operation of a computer according to the method of the invention and/or to structure its components in accordance with the system of the invention.

Further, each step of the method may be executed on any general computer, such as an IBM System 390, AS/400, PC or the like and pursuant to one or more, or a part of one or more, program elements, modules or objects generated from any programming language, such as C++, Java, Pl/1, Fortran or the like. And still further, each said step, or a file or object or the like implementing each said step, may be executed by special purpose hardware or a circuit module designed for that purpose.

Accordingly, the scope of protection of this invention is limited only by the following claims and their equivalents. 

1-17. (canceled)
 18. A process using an on-line data gathering tool for evaluating a customer's general procurement and accounts payable system, comprising the steps of: gathering data describing requirements of said customer for procurement and data describing currently used tools and processes for satisfying said requirements; and gathering data from said customer which describes a cost for future years of continuing with said currently used tools and processes; designing and deploying a new system including alternative tools and processes satisfying said requirements; and thereafter auditing the operation of said new system using said on-line data gathering tool to provide performance data to said customer. 19-26. (canceled)
 27. A program storage device readable by a machine, tangibly embodying a program of instructions executable by a machine to perform a method for using an on-line data gathering tool for evaluating a customer's general procurement and accounts payable system, said method comprising: gathering data describing requirements of said customer for procurement and data describing currently used tools and processes for satisfying said requirements; and gathering data from said customer which describes a cost for future years of continuing with said currently used tools and processes; designing and deploying a new system including alternative tools and processes satisfying said requirements; and thereafter auditing the operation of said new system using said on-line data gathering tool to provide performance data to said customer.
 28. A system using an on-line data gathering tool for evaluating a customer's general procurement and accounts payable system, said method comprising: means for gathering data describing requirements of said customer for procurement and data describing currently used tools and processes for satisfying said requirements; and means for gathering data from said customer which describes a cost for future years of continuing with said currently used tools and processes; means for designing and deploying a new system including alternative tools and processes satisfying said requirements; and thereafter means for auditing the operation of said new system using said on-line data gathering tool to provide performance data to said customer. 29-30. (canceled)
 31. A process using an on-line data gathering tool for use by first team members for evaluating a customer's general procurement and accounts payable system and for adapting a general procurement and accounts payable application to the requirements of each of many potential clients operable by third party service providers and for second team members to monitor and assure the quality of services provided by said third party service providers, comprising the steps of: said first team members gathering data describing requirements of said customer for procurement and data describing currently used tools and processes for satisfying said requirements; said first team members gathering data from said customer which describes a cost for future years of continuing with said currently used tools and processes; said first team members designing and deploying a new system including alternative tools and processes satisfying said requirements; and thereafter auditing the operation of said new system using said on-line data gathering tool to provide performance data to said customer and to said second team members for monitoring the quality of said services.
 32. A program storage device readable by a machine, tangibly embodying a program of instructions executable by a machine to perform a method for using an on-line data gathering tool for use by team members of a service provider to evaluate a customer's general procurement and accounts payable system and for adapt a general procurement and accounts payable application to the requirements of each of many potential clients and for use by team members of an enterprise for monitoring and assuring the quality of services provided by said third party service providers, said method comprising: said third party service provider gathering data describing requirements of said customer for procurement and data describing currently used tools and processes for satisfying said requirements; and said third party service provider gathering data from said customer which describes a cost for future years of continuing with said currently used tools and processes; said third party service provider designing and deploying a new system including alternative tools and processes satisfying said requirements; and thereafter auditing the operation of said new system using said on-line data gathering tool to provide performance data to said customer and to said team members of said enterprise for monitoring the quality of services provided by said third party service provider. 33-34. (canceled)
 35. A system using an on-line data gathering tool for evaluating a customer's general procurement and accounts payable system and for adapting a general procurement and accounts payable application to the requirements of each of many potential customers operable by third party service providers and for monitoring and assuring the quality of services provided by said third party service providers on behalf of an enterprise, said method comprising: means for use by said service provider in gathering data describing requirements of said customer for procurement and data describing currently used tools and processes for satisfying said requirements; and means for use by said service provider in gathering data from said customer which describes a cost for future years of continuing with said currently used tools and processes; means for use by said service provider in designing and deploying a new system including alternative tools and processes satisfying said requirements; and thereafter means for auditing the operation of said new system using said on-line data gathering tool for providing performance data to said customer and to said enterprise.
 36. A process using an on-line data gathering tool for use by first team members for evaluating a customer's general procurement and accounts payable system and for adapting a general procurement and accounts payable application to the requirements of each of many potential clients operable by third party service providers and for second team members to monitor and assure the quality of services provided by said third party service providers, comprising the steps of: providing in a playbook database comprising a plurality of templates of information relating to evaluating and adapting a general procurement and accounts payable system; displaying a playbook summary view, said playbook summary view comprising a folders and views section, a task title display and selection area, a summary task creation button, and a detailed task creation button, said folders and views section including category buttons that, when selected, cause execution of tasks associated with said evaluating and on-going supporting said general procurement and accounts payable system for said client, said tasks including: said first team members gathering data describing requirements of said customer for procurement and data describing currently used tools and processes for satisfying said requirements; said first team members gathering data from said customer which describes a cost for future years of continuing with said currently used tools and processes; said first team members designing and deploying a new system including alternative tools and processes satisfying said requirements; and thereafter auditing the operation of said new system using said on-line data gathering tool to provide performance data to said customer and to said second team members for monitoring the quality of said services. 